Purpose Statement

The Asset Kit Import tool allows users to create multiple Asset Kit records or bulk update existing kits using a CSV file.

Using the import workflow can reduce manual data entry when creating large numbers of kits and provides an efficient way to update existing kit information such as assignments, names, and Electronic Product Codes (EPCs) used for RFID.

Background Information

The Asset Kit Import tool is available from the Kit List within the Assets module.

The same import workflow can be used to:

• Create multiple new Asset Kits.
• Reassign existing kits to different apparatus compartments, station storages, or users.
• Update Kit Names.
• Add or update Electronic Product Codes for RFID.
• Update other supported kit information contained within the import spreadsheet.

The import file must:

• Be saved as a CSV file.
• Be no larger than 64 MB.
• Contain all 10 required column headers from the sample spreadsheet.

All 10 columns must remain in the CSV even when certain columns do not contain data. The system uses the column headers to validate the corresponding Asset Kit fields during import.

Important Notes:

• Apparatus compartments and station storages cannot be created through the Kit Import tool.
• Existing location and compartment or storage names must match their names in First Due.
• User assignments are matched using the user's First Due login email address.
• The Kit ID is used to identify existing kits during a bulk update.
• Electronic Product Codes can be included when importing or updating RFID-enabled kits.

Required Permissions

Access to the Asset Kit Import workflow is permission-based.

Users require the appropriate permissions to:

• Access the Assets module.
• Access the Kit List.
• Create and manage Asset Kits.
• Import Asset Kit records.

If the Import CSV option is not available, verify the user's Assets and Kit management permissions with an administrator.

Video

Step-by-Step Guide

Importing New Asset Kits

1. Navigate to the Assets Kit List

• Navigate to Assets > Kit List.

2. Open the Import Workflow

• Select Actions.
• Select Import CSV.
• The Asset Kit Import window opens.

3. Download the Sample Spreadsheet

• Select Download Sample Spreadsheet.
• Open the downloaded spreadsheet and use it as the template for your import.
• The spreadsheet contains 10 required columns.

4. Enter the Asset Kit Information

Enter the applicable information for each kit into the spreadsheet.

Review the data carefully before importing.

When assigning kits through the CSV, use the existing information from First Due.

For apparatus assignments:

• Enter the existing apparatus information.
• Enter the compartment name exactly as it appears in First Due.
• New apparatus compartments cannot be created through the import.

If a compartment does not match an existing compartment, the kit may still be created but will remain unassigned.

For station storage assignments:

• Enter the existing location information.
• Enter the storage name exactly as it appears in First Due.

If the location is valid but the storage name is incorrect or blank, the kit may be created without being assigned to the storage.

For user assignments:

• Enter the user's First Due login email address.
• The system uses the email address to locate the appropriate user.

For RFID-enabled kits:

• Enter the appropriate Electronic Product Code (EPC) associated with the kit's RFID tag.

5. Verify the Kit IDs

• Verify the Kit ID for each kit before importing.
• When creating new kits, each Kit ID must be unique.

The Kit ID is also the field used by the system to locate existing kits when performing bulk updates.

6. Save the Spreadsheet as a CSV File

• Save the completed spreadsheet as a CSV (.csv) file.
• Verify that the file is no larger than 64 MB.
• Only CSV files can be imported through the Asset Kit Import workflow.

7. Select the Import File

• Return to the Asset Kit Import window.
• Select Choose File.
• Locate and select the completed CSV file from your device.

8. Import the Asset Kits

• Verify that the correct file has been selected.
• Select Import.

If the file is formatted correctly and the records do not conflict with existing Kit IDs, the system processes the file and displays a confirmation when the kits have been imported.

9. Verify the Imported Asset Kits

Return to the Kit List.

Verify that the imported kits display the expected information, including:

• Kit Name
• Kit ID
• Assignment or placement
• Electronic Product Code, when applicable
• Other imported kit information

Open the applicable Kit Overview when additional kit configuration is needed, such as creating pouches, adding inventory, or associating equipment.

Bulk Updating Existing Asset Kits

The Asset Kit Import tool can also be used to update multiple existing kit records at one time.

Common bulk update workflows include:

• Reassigning kits to different compartments, storages, or users.
• Updating Kit Names.
• Adding Electronic Product Codes during an RFID implementation.
• Updating other supported Asset Kit fields.

1. Prepare the Bulk Update CSV

Use the same sample spreadsheet and required 10-column format used when importing new kits.

Enter the updated information for the applicable Asset Kits.

The Kit ID in the spreadsheet must match the Kit ID of the existing kit that you want to update.

2. Update the Applicable Kit Information

Modify the fields that need to be updated.

Examples include:

• Changing the kit's assignment.
• Reassigning the kit to another compartment or station storage.
• Assigning the kit to a different user.
• Updating the Kit Name.
• Adding or updating the Electronic Product Code for RFID.

When assigning a kit to a user, use the email address associated with that user's First Due login.

When changing a kit's location, make sure the referenced apparatus, compartment, location, or storage information matches the existing records in First Due.

3. Upload the Bulk Update File

• Select Actions > Import CSV.
• Select Choose File and upload the completed CSV.
• Select Import.

4. Review the Duplicate Kit ID Message

Because the spreadsheet contains Kit IDs that already exist in First Due, the system identifies them as duplicates.

A file identifying duplicate records is downloaded for review, and the system displays options for how to proceed.

Choose the appropriate action:

Update

• Updates the existing kits using the data contained in the CSV.
• Use Update when the purpose of the import is to modify existing kit records.
• The system displays the number of records that will be updated and imported.

Reject

• Rejects the duplicate Kit IDs and does not update those existing kit records.
• Any new records in the CSV that do not conflict with an existing Kit ID can still be imported.

Cancel

• Cancels the import action and removes all work in-progress.

5. Complete the Bulk Update

Select Update when the intent is to apply the spreadsheet changes to the existing Asset Kits.

Allow the system to process the records.

Review the confirmation to verify the number of kits updated or imported.

6. Verify the Updated Asset Kits

Return to the Kit List.

Verify that the expected changes were applied to the applicable records.

Review important information such as:

• Updated assignments
• Updated Kit Names
• Electronic Product Codes
• Other kit information modified through the CSV

Best Practices

• Download the current sample spreadsheet before preparing an import to ensure the required structure is being used.
• Keep all 10 required column headers in the CSV, even when some columns do not contain data.
• Use consistent Kit Names and Kit IDs throughout the organization.
• Verify that new Kit IDs are unique before importing new records.
• Verify that Kit IDs exactly match existing records when performing a bulk update.
• Match apparatus, compartment, location, and storage names to the existing records in First Due.
• Use each user's First Due login email address when assigning kits to personnel through the import.
• Verify Electronic Product Codes before importing RFID-enabled kits.
• Review imported or updated records in the Kit List after the import completes.
• Use smaller, controlled imports when validating a new import format or large-scale update before applying changes to a larger group of kits.

Troubleshooting & FAQs

Why can't I see the Import CSV option?

Verify that you have the appropriate permissions to access and manage Asset Kits and use the import workflow.

What file type can I import?

The Asset Kit Import tool accepts CSV files.

What is the maximum CSV file size?

The CSV file can be up to 64 MB.

Do I need to include every column from the sample spreadsheet?

Yes. All 10 column headers from the sample spreadsheet must remain in the CSV, even if some columns do not contain data.

Can I create new apparatus compartments or station storages through the Kit Import tool?

No. The import tool references existing locations. Apparatus compartments and station storages must already exist in First Due.

Why was my kit created but not assigned to an apparatus compartment?

The compartment information in the CSV may not match an existing compartment in First Due. Verify that the compartment name matches the existing record.

Why was my kit created but not assigned to a station storage?

Verify that both the location and storage information match the existing records in First Due. If the storage name is incorrect or blank, the kit may be created without the assignment.

How do I assign a kit to a user through the CSV?

Enter the email address the user uses to log in to First Due. The system uses this email address to locate the appropriate user.

Can I add Electronic Product Codes through a bulk import?

Yes. Electronic Product Codes can be included in the CSV when creating or updating Asset Kits for RFID.

How does the system determine which existing kit to update?

The system uses the Kit ID in the CSV to match the row to an existing Asset Kit.

Why am I receiving a duplicate Kit ID message?

The CSV contains one or more Kit IDs that already exist in First Due. Select Update if you intend to update those existing records, or Reject if the duplicate records should not be changed.

What happens if I select Reject?

Existing records with matching Kit IDs are not updated. New records in the file that do not conflict with existing Kit IDs can still be imported.

What happens if I select Update?

The data in the CSV is applied to the existing Asset Kits that match the Kit IDs in the file.

Can I use the import tool to reassign multiple kits at once?

Yes. Update the applicable assignment information in the CSV and import the file using the existing Kit IDs, then select Update when the duplicate records are identified.